Each document has a validity period and precautionary deadlines for remaining in the archives of educational institutions. Some require storage for a longer period, while others can be discarded after a certain period. If managers are not aware of these rules, they have certainly made basic mistakes. Here are some examples:
Water, gas and electricity bills: must be kept on file for 5 years, counting from the date of approval of the bills. After this period, they can be discarded.
Academic transcript: must be kept for 5 years after the student's austria mobile database relationship with the institution ends. After this period, it must be archived.
Student evaluations: must be returned to students after grades have been recorded.
Another point of attention, which is the subject of many errors, is the elimination of the original document after its digitalization. The National Archives Council (Conarq) warns that this cannot occur, and the “elimination of the original document, as well as its digital copy, will depend on a prior assessment that will define its storage period and its destination”. This is because electronic support is not a guarantee of document preservation, since incidents may occur with equipment, and software may become outdated.
In short, disregarding document management standards in educational institutions will lead to many failures in this practice. Managers must pay attention to what the legislation proposes, seeking assistance to correctly perform digitalization. Organizing to comply with established procedures and deadlines, having trained and qualified professionals, and using appropriate technological resources and services are ways to “put the house in order”.
Despite the deadline for compliance with MEC ordinances, many educational institutions still manage only printed documents, without using technological resources to support document management. Even with several accessible software and technological solutions, managers continue to make the mistake of working only with physical files.